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Change Order Templates

Record Which Version a Client Approved in a Scope-Change Form

An approval record should identify the exact change version, authorized approver, amount, milestone, and date. A reply approving an obsolete estimate should not silently approve a later revision.

By ScopeShieldPublished Content reviewed Methodology & product disclosure

Direct answer

What you need to know

An approval record should identify the exact change version, authorized approver, amount, milestone, and date. A reply approving an obsolete estimate should not silently approve a later revision.

Illustrative case — not a customer result

Illustrative case: CO-02 v1 priced an extra export, while v2 adds localization. A client replies “approved” to the older thread. Clarify whether the approval covers v1 or v2 before production; the amount and deliverable set are different. Retain both versions and the clarification.

Apply the decision

  • Number the change and version
  • Repeat the accepted scope and total in the approval request
  • Store the evidence alongside the current plan

Boundary and limitations

A task status of “approved” is not useful evidence if nobody can locate the approved terms.

Message for this situation

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To confirm, please approve CO-02 v2, covering [items], the fee adjustment of [amount], and the revised delivery date of [date]. This replaces the prior estimate.

Decision record to complete

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Change ID: [complete for this project]
version: [complete for this project]
supersedes: [complete for this project]
scope delta: [complete for this project]
fee delta: [complete for this project]
approver: [complete for this project]
evidence link: [complete for this project]

More in Change Order Templates

Frequently asked questions

Which resource should I use next?
Use the linked primary resource for the actual artifact or decision framework. This article addresses the narrower task: preserve version-specific approval.
What should I avoid assuming?
A task status of “approved” is not useful evidence if nobody can locate the approved terms.

Continue with the next decision

Free editable artifact

Freelance Change Order Form Template

A freelance change-order form records the original agreement, requested difference, added and removed work, price adjustment, revised milestones, dependencies, and authorized approval. Give each change an identifier so the client can approve a specific version.

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Change Order Templates

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